If inventory will be tracked by the Order Manager (system parameter CheckInventory=True), the program automatically determines if there are any items that cannot be shipped because they are out of stock. These items will appear in the "Needed" ("backordered") column and can be highlighted in red when viewing the order. See System Parameter, ViewOrdersHighlightBackorders.
When their inventory is replenished, use the "Fill" button on the Orders screen or the "Fill Backorders" function in the Maintenance Menu to fill one order at a time or in batch mode, respectively. It is also possible to "Force" and "Cancel" backorders.
If inventory is not being tracked by the Order Manager (system parameter CheckInventory=False), the entire quantity for every item on every order will appear in the "Shipped" column. It is still possible to "Force", "Fill" or "Cancel" a backorder for a product at the View Orders or the Enter Orders Manually screens, even if the program is not tracking inventory.
The following options on the Order Processing tab of the Store Setup Wizard are related to tracking inventory and therefore filling backorders:
Tracking Inventory
Select one of the following options:
Check orders against an Inventory table
To track inventory, select this option. The Order Manager will maintain Quantity On Hand (QOH) for products and will also track backorders (i.e. the quantity needed).
Note: If the Order Manager will be used for drop-shipping, this option must be selected. Also set system parameter DropShipShowAsShipped to True.
Don’t track inventory – assume all items always in stock
If inventory will not be tracked by the Order Manager , choose this option. The Order Manager assumes that all items are in-stock and ready to ship. Backorders can still be forced from the Orders screen or the Enter Orders Manually screen; however, the QOH of the backordered item must be manually adjusted before filling the backorder at the Orders screen.
Note: In version 5.9, these check boxes are no longer part of the Store Setup Wizard. See system parameter, CheckInventory, instead.
Filling Backorders
Select one of the following options:
Partial orders can be shipped
If the QOH of an item is less than the number of items ordered, selecting this option causes the Order Manager to mark the available quantities as Shipped and the program will indicate that the remainder of the items ordered need to be backordered. The number of pieces needed to complete the order is displayed in the Needed column of the Order record. If using the Purchase Order system, refer to the knowledge base article Creating Purchase Orders for instructions on placing an order with a supplier for backordered items.
Only ship complete orders (with no back-orders)
Choose this option to have the Order Manager only mark the order as Complete and line items as Shipped if the QOH of the item is less than the number of items ordered. The number of pieces needed to complete the order is displayed in the Needed column of the order record. The existing pieces in inventory (QOH) are available to fill orders requiring a lower quantities.
Tip: Enter "backorder" in the Search for: box in the Set System Parameters form and press enter to see parameters that affect the processing of backorders.
There are two approval rules related to backorders that can be set from the Order Processing tab of the Setup Wizard by clicking their check boxes:
Partial web orders with no special instructions - Web orders can be automatically approved if they contain some backordered items, providing the customer did not enter any special instructions for the order.
Orders created by the program to fill backorders - The orders that the Order Manager creates to fill backorders from partially-shipped orders are approved automatically. See Fill Backorders, later in this article for more details.
For more information about approval rules, click here.
To create a backorder for an item at the Enter Orders Manually screen, click the Backorder it checkbox before adding the line item to the order. If other items that should not be backordered will be added to the order, uncheck this box before adding their SKUs to the order.
Version 5.9 screenshot:
Legacy version screenshot:
As shown in the legacy image above, the quantity ordered and quantity needed are equal. The In Stock – Paid in Full amount displayed in the bottom left-hand corner of the screen is the total dollar amount of the items that can be shipped based on the QOH. The Full Amt. – Paid in Full amount in the bottom right-hand corner is the order total.
Use the Fill button in the Backorders section of the View Orders screen to satisfy the order requirements when the QOH for the item(s) is greater than or equal to the quantity ordered. This can be done by manually adjusting the QOH for the item at the Orders screen or in batch mode via the Maintenance Menu
If backorders are "filled" in an unapproved order, the Order Manager assumes nothing in the order was shipped and it will mark the items which are now available as "Shipped" in the original order. If backorders are "filled" in an approved order, the Order Manager assumes that the order was partially shipped and it creates a new order and the backordered items are recorded in the new order record. Notes including the old and new order numbers are added to both order records with an explanation. The Order Manager sets the amount due in the new order taking into account the items shipped plus sales tax, discounts, surcharges, restocking fees, etc.
To automatically approve orders that contain backordered items when filling backorders, set the system parameter ApproveBackOrderOrders (in the Order group) to True.
To charge shipping on backordered items, set the ChargeShippingForBOs system parameter (in the Order group) to True.
Tip: Enter "backorder" in the Search for: box in the Set System Parameters form and press enter to see parameters that affect the processing of backorders.
1. Go to the Main Menu>Orders>View. Navigate to the appropriate order record.
2. Click Fill.
1. Go to the Main Menu>Maintenance Menu>Inventory & Suppliers tab>Fill Backorders button.
2. The Fill Backorders screen opens:
3. Select the operations the program should perform while filling the backorders at this screen:
a) To configure the program to automatically approve complete or partial orders as backorders are filled, click either Completed Orders or Partially Filled Orders in the Approve: section.
b) To configure the program to carry balances or credits forward to new orders, click Carry Balance or Credit Forward to New Orders in the Balances & Credits section.
Note: In many cases, the original order shows a credit due because of the un-shipped items in the order. The credit is applied to the original order and the remainder, if any, is applied to the new order.
c) To configure the program to send email messages to customers as backorders are filled, select the appropriate email template from the drop down lists in the Email message to send for: section.
d) To configure the program to set the actual
ship date, click the Set Actual Ship
Date box and then enter a date in the Shipping
Dates: section, or click the calendar button 
to enter the shipping date.
e) Select one of the Fill Options: click Any Line Items (i.e., to fill backorders for line items in partially-shipped orders and where nothing in an order has shipped) or Only Orders That Can Be Completed.
f) Click Selected SKUs or All SKUs in the Fill Backorders For: section. If Selected SKUs is chosen, select one or more SKUs in the SKUs with Backorders and Items in Stock list box. To select more than one SKU, hold down the control (Ctrl) key while clicking on the item.
4. Click Start.
Use the Force button in the Backorders section on the View Orders screen to force a backorder for a line item in the current order. The Order Manager changes the quantity shipped to zero and the quantity needed is set equal to the quantity ordered. The next time backorders are filled, the program will attempt to fill forced backorders if the item or items are then in-stock.
It may be necessary to force a backorder if an item was shown as in-stock by mistake or if the Order Manager is not tracking inventory and the merchant wants to place an order with the supplier for one or more line items on an order. Another reason to force a backorder is if there is available quantity on hand in the inventory but the merchant does not wish to ship it at the present moment. When a backorder is forced, the program puts the quantity shipped of that line item back into inventory and sets the quantity needed to the quantity ordered.
1. Go to the Main Menu>View Orders. Navigate to the appropriate order record.
2. Click on the appropriate line item.
3. Click Force.
Use the Cancel button in the Backorders section on the View Orders screen to cancel backorders in the current order. The Order Manager does not delete the line item but changes the quantity needed to zero. The next time backorders are filled, the program will not attempt to fill the backorder for these items even if they are now in-stock.
It may be necessary to cancel a backorder if a customer decides they do not want the item if it will be delayed.
1. Go to the Main Menu>View Orders. Navigate to the appropriate order record.
2. Click on the appropriate line item.
3. Click Cancel.
4. The Cancel Backorders dialog box opens:
5. Click in the Select checkbox to select the item or items to be cancelled. Or click the Select All button to cancel backorders for all of the items in the list. The program will already have the most recent backorder selected by default. Check or uncheck the Select check boxes to suit your needs.
6. Click OK and the changes will be reflected on the order.
See Also
Carry Forward Credits and Balances Due
Updated: 11/13/09
Modified: 5/11/10